Configuration & Setup

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​​​​​Introduction

This document covers the initial installation and configuration for the Absorb LMS package. Additional information is provided as guidance for implementation across orgs with different security models. The Absorb LMS Salesforce package also supports SFDC orgs with Professional Edition licensing.

 

Note: Salesforce Professional Edition has some restrictions that may impact use of the Absorb Salesforce Application. To read about these restrictions see the Salesforce- Professional Edition article.

Note: If you are configuring the Absorb Salesforce app for the first time, please configure it in your Salesforce sandbox environment and connect it to your Absorb sandbox. Connecting a Salesforce sandbox to your production Absorb portal may cause data integrity issues. 

Contents

System Connections​​​​

Before Package Install/Salesforce Org Preperation

There are a few checks and configuration changes that are recommended before installing and implementing Absorb functionality into a Salesforce org. 
 

Domain Setup

A custom domain is required for the Absorb Salesforce app. Creating a domain for the org can be completed by clicking on the gear in the upper right and then through Setup > Company Settings > My Domain. 
 
Important Note - setting a custom domain may affect existing integrations or single sign-on with other 3rd party applications, it is strongly recommended that you review all such dependencies before deploying a custom domain
  1. Check for the availability of a domain and register it
    Setup-1.jpg
  2. After the domain has been registered, refresh the page. You will need to log in to the new domain for the org to continue the process. Click on the “log in” button and re-enter your credentials.
    Setup-2.jpg
  3. After logging in, click the “Deploy to Users” button
    Setup-3.png

Enable Chatter

Setup of Chatter is required to install the package since there are components, and Visualforce pages in the package, intended for use on the User Profile page in both Lightning and Classic. If you do not wish to have/use Chatter, it can be disabled after the installation of the package has been completed.​
  • In Salesforce Lightning, the path would be Setup > Feature Settings > Chatter > Chatter Settings or you can search for “Chatter Settings” in the setup menu search bar. From there, click “Edit” and check the box for enabling Chatter.
    setup-4.png

  • Once additional configuration options appear, ensure that “Enable Actions in the Publisher” is checked off before clicking “Save” to complete Chatter activation.
  • Chatter feed tracking for standard and custom objects, and fields, can be checked in the Classic version of Salesforce by searching for “Feed Tracking” in the setup search bar:
    setup-6.png

(Optional) Enable Lightning Experience

The Absorb Salesforce App is fully compatible with the Salesforce Lightning Experience, but Lightning is not required. Lightning can be enabled by clicking the “Get Started” button (see Figure 1) for the Lightning Experience Migration Assistant while in Classic. You can read more information on how to enable Lightning in the Salesforce Lightning Evaluation and Roll Out.

setup-7.png
​Figure 1
 
 

Package Installation

 
Package Install in Salesforce
Copy and paste the package install link into your browser’s address bar while you are logged in to the Salesforce instance where you need to install the package and select the appropriate install options.
 
Install for Admins Only” is recommended (see Figure 2). This option allows for controlling access and permissions after the package has been installed. For further information, please refer to Salesforce documentation on Package Installations.
setup-8.png

​Figure 2
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​Post-Install Configuration: Layouts

Standard Layouts in Classic and Lightning need to be modified to include any custom tabs, components, buttons, and Visualforce pages that you wish to add. These layouts can be customized as you wish, the below steps represent one set of layout configurations that may be useful in a typical organization. Additional information on customizing the User Interface (UI) for accessing records in Lightning and Classic can be found here:
 

Account Page Layout

Navigation: Setup > Object Manager > Account > Page Layouts
● Click on an existing Account layout if you wish to add Absorb functionality to a layout that is already in use.
● Click “New” and select an existing layout to clone if the goal is to have a distinct Absorb-only Account Page Layout that can be assigned to specific profiles
 
Drag the “Enroll in Training” and “View Course Completion” buttons onto the custom button area from the Buttons section (highlighted in blue). 
account-1.png
 
Mouse over the “Mobile and Lightning Experience Actions” section, and click on the wrench icon to the right side. Drag the “Enroll in Training” Lightning action into this area from the Mobile & Lightning Actions section (highlighted in blue).
 

mobile-lightning-actions-contact.png
 
At this point, any related lists that you wish to add can be positioned on the layout as needed. The content of the related lists can be altered by clicking on the wrench icon after it has been dragged onto the layout. Click Save to complete the process. 
 
If the layout is supposed to be viewable only by users with specific profiles, click “Page Layout Assignments” and assign to the relevant profiles.
setup-11.jpg
 
The Lightning Page Layout should also be updated. View any Account Record while in the Lightning Experience > Select the gear icon in the upper right > click “Edit Page
setup-12.png

Add a new tab: select a tab and click “Add Tab”. Rename the tab to “Course Completion” by selecting the tab in the right menu and choosing “Custom”. Drag the “Account Transcript” component from the “Custom-Managed” section in the Lightning Components list into the body of the new tab. If you do not have the option to Edit the page, you can create a new editable layout from Account Object > Lightning Record Pages > Clone.

setup-13.jpg
There are several design attributes on the right side that affect how the component will appear:
  • Title: The text that will appear in the header of the component.
  • Icon Name: The icon that will appear next to the title text in the component header.
    • Available icons can be found here, format is [category]:{icon_name} in lower case (e.g. ‘standard:contact’)
  • Show Total Checkbox: Determines whether or not the total number of contacts will be displayed.
  • Label if No Records: Empty state text that you want to appear. I.e., if there are no contacts in this account or there are none whom are enrolled in anything.
  • Load More Amount: Determines the number of contacts loaded into the component initially, and then every time “Load More” is clicked.
 
setup-14.png
Click “Save” and then “Activate”. Assign as App Default, and assign this Lightning page layout to the App that Absorb Users will be using while they are in Salesforce.
setup-15.png

 

Contact Page Layout

Navigation: Setup > Object Manager > Contact > Page Layouts
● Click on an existing Contact Page Layout if you wish to add Absorb functionality to a layout that's already being used
● Click “New” and select an existing layout to clone if the goal is to have a distinct Absorb-only Contact Page Layout that can be assigned to specific profiles
 
Drag the “Enroll in Training” and “View Transcript” buttons onto the custom button section for Salesforce Classic.
 
If you wish to be able to enable or disable a contact's sync directly in Salesforce, drag the  “Sync with Absorb” field from the Fields section onto the contact record.
setup-16.png
Mouse over the “Mobile and Lightning Experience Actions” section, and click on the wrench icon to the right side. Drag the “Enroll in Training” Lightning action into this area from the Mobile & Lightning Actions section (highlighted in blue).
mobile-lightning-actions-accoutn.png
At this point, any related lists that you wish to add can be positioned on the layout as needed.
 
If the layout is supposed to be viewable only by users with specific profiles, click “Page Layout Assignments”, and assign to the relevant profiles.
setup-18.jpg
 
The Lightning Page Layout also needs to be updated. Click into any Contact Record while in Lightning > Click on the gear icon in the upper right > click “Edit Page”. If you do not have the option to Edit the page, you can also do this from Account Object > Lightning Record Pages > Clone.
setup-19.png
 
Add a new tab by selecting a tab and clicking “Add Tab”. Rename the tab to “Transcript” by selecting the tab in the right menu and choosing “Custom”. Drag the following components from the “Custom-Managed” section on the left side into the body of the new tab:
  • Badges
  • Certificates
  • Competencies
  • Course Progress

setup-20.png
There are a number of design attributes on the right side that affect how each component will appear:
 
  • Show Badges: Affects the Competencies Component. Checking or unchecking determines whether a badges column is shown
  • Show Total Checkbox: Determines whether or not the total number of contacts will be displayed.
  • Label if No Records: Empty state text that you want to appear.
  • Load More Amount: Determines the number of contacts loaded into the component initially, and then every time “Load More” is clicked.
 
setup-21.png
 
Click “Save” and then “Activate”. Assign as App Default and assign this Lightning page layout to the App that Absorb Users will be using while they are in Salesforce.
 

Opportunity Page Layout

 
Navigation: Setup > Object Manager > Opportunity > Page Layouts
  • Click on an existing Opportunity Page Layout if you wish to add Absorb functionality to a layout that's already being used
  • Click “New” and select an existing layout to clone if the goal is to have a distinct Absorb-only Opportunity Page Layout that can be assigned to specific profiles
From the Buttons section (highlighted in blue) Drag the “Enroll in Training” button onto the custom button section:
opportunity-1.png

Mouse over the “Salesforce Mobile and Lightning Experience Actions” section and click on the wrench icon to the right side. Drag the “Enroll in Training” Lightning action into this area from the Mobile & Lightning Actions section (highlighted in blue).
opportunity-2.png
 
 

User Profile Layout

The profile sub-tab app for others and self will need to be updated - this can only be done in Classic.
 
Navigation: Setup > Create > Apps > Subtab Apps > Click “Edit” on Profile (Others) or Profile (Self)
setup-24.png

​Profile (Others) - this is what users will see when they view someone else’s profile
  • Click “Edit” and add “User Transcript” 
  • Select “Show in Lightning Experience”, select a default tab to land on, and click “Save
setup-25.png
 
Profile (Self) - this is what Salesforce Users will see when they view their own user record
  • Click “Edit” and add “My Courses” and “User Transcript
  • Check off “Show in Lightning Experience”, select a default tab to land on, and click “Save
setup-26.png
 

User Page Layout

The “Sync with Absorb” field should be added to the details page. This field can be used to manually include users in the sync from the user record.
 
Navigation: Setup > Object Manager > User > User Page Layouts
  • Click “New” and select an existing layout to clone if the goal is to have a distinct Absorb-only User Page Layout that can be assigned to specific profiles
Drag the “Sync with Absorb” Field onto the page.

setup-27.jpg

Post-Install Configuration: Permissions

 
Any users who wish to access the Absorb Salesforce app will have to be given permission sets or profiles that allow this. See this article for suggested steps on configuring permission sets.
 

Post-Install Configuration: Environment Linkages & SSO

Enable Salesforce Identity Provider & Salesforce Certificate

To enable Single Sign On (SSO) functionality and link Absorb to Salesforce, Identity Provider functionality must be enabled and modified.
 
Navigation: Setup > Identity > Identity Provider
  • If Identity Provider has not already been enabled in the org, click “Enable Identity Provider” while on this page
  • Download the certificate for use later
setup-45.png
If you are not given the option of entering in a name, the security certificate that gets generated will need to be modified. Navigate to Setup > Security > Certificate and Key Management
  • Click “Edit” next to the certificate that will be used for Absorb
    setup-46.jpg

  • Change the Label and Unique Name of the Certificate “Absorb SSO” and “Absorb_SSO”, respectively
  • Save the changes
 

Connected App

The managed package comes with a Connected App that needs to be updated after a successful install. 
 
Several values in the packaged connected app need to be updated.
  • Setup Home > Apps > Connected Apps > Managed Connected Apps > Click “Absorb SSO” 
    setup-47.png

  • Click “Edit Policies"
    setup-45-1.png
  • The Subject Type, ACS URL, and IdP certificate need to have certain values.
    setup-49.jpg
  • ​Subject Type: value for this field will be used to identify the logged-in Salesforce user against the logged-in user in Absorb
    • Select any Subject type except Persistent ID
    • Note which subject type is used, because the same subject type needs to be selected in the Absorb Setup App 
  • ACS URL: Replace “LMS-DOMAIN-HERE” with the domain of the Absorb LMS instance you will be connecting to. The ACS URL should look like https://company.myabsorb.com/account/SAML
  • IdP Certificate:  Select the “Absorb SSO” certificate
  • Click “Save"
  • Copy the IdP-Initiated Login URL as this is used to connect your Absorb portal to Salesforce later
 
After those settings are complete, you will need to determine the users who will have access to the Connected App. This can be done either with Permission Sets or by Profile.
setup-60.jpg
  • Add the profile(s) of the users that you want to be able to access syncing and enrolling features of Absorb. To do this click Manage Profiles on the connected app screen
  • Add the completed permission sets. This means any Salesforce user with those permission sets will have access to Absorb features through the connected app. To do this click Manage Permission Sets on the connected app screen
    • Absorb LMS API
    • Absorb LMS Administration
    • Absorb LMS Sales Ops
    • Absorb LMS Standard User
 

Update Subject Type Field Value for SSO

After the Connected App is configured, the field value for the subject type selected in the Connected App will need to be updated for any user that requires access to Absorb connectivity.

 

Create SSO Setting in Absorb Instance 

After the SSO and Connected App are configured in Salesforce, an SSO setting needs to be created in the Absorb portal you are connecting to.
 
Within the Admin console in Absorb, click on the Account icon in the upper right, followed by “Portal Settings”, and then on “Manage SSO Settings”. 
                
setup-61.jpg

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  • Once on the Manage SSO Settings page, click “Add
  • Complete the below fields:
    • Open the certificate that was downloaded from Salesforce using a text editor program like TextEdit on macOS or Notepad on Windows. You will see a long alphanumeric string starting after 'BEGIN CERTIFICATE'. This is the certificate key. The file may also include a series of dash symbols at the start and end, these should not be copied into Absorb. Copy the remainder of the string and paste it into the Key field (see below).
    • Unique identifier for Salesforce Users and Absorb Users
    • Name: Enter any name, this is for your reference only
    • Method: SAML
    • Key: Paste the certificate key from the certificate that was downloaded earlier
    • Mode: Identity Provider Initiated
    • Id Property: Select the field with the value to be matched against the selected Subject Type in Salesforce
    • Login URL: Enter the Salesforce custom domain URL, e.g. company.salesforce.com
    • Assigned Routes: Select the Route (the domain of the Absorb Instance that your users access, e.g. company.myabsorb.com)
  • Save the SSO Settings
Setup-63.jpg
 

 

Setup the API User 

The API User is the user in Salesforce that handles all the record inserts and updates in Salesforce. 
 
  • Assign the Permission set to the user that is to be the API user in the org by navigating back to the Permission sets page, and clicking on “Manage Assignments” for the Absorb LMS API Complete permission set
    • Select the API User for your org
    • Save the selection
      setup-64.png
  • After assigning the permission set to the API User, update the value for the field selected in Subject Type for the Connected App to match the value of the field selected for Id Property selected in Absorb’s Manage SSO settings page
    • For example, if the Subject Type selected in Salesforce Connected app is “Federation ID” and the Id Property in Absorb is “Username”, then the Username of the system user in Absorb needs to be copied into the Federation ID field for the user in Salesforce. The below screenshots illustrate two common configurations for the Subject Type and Id Property, other configurations are possible

 

Example - Federation ID in Salesforce matched up with Username in Absorb

Setup-64b.png

Example - Username in Salesforce matched up with Username in Absorb

Setup-64a.png

 

 

Navigation: Setup > Users > User > Click “Edit” > scroll down > enter matching value from Absorb
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 Setup-64a.jpg
 

Remote Site Setting

The Absorb domain needs to be authorized in your Salesforce org. This can be done via the creation of a Remote Site Setting.
 
Navigation: Setup > Security > Remote Site Settings > Click “New Remote Site
  • Remote Site Name: Enter a name
  • Remote Site URL: Enter in your Absorb domain (note that this must exactly match the url in Assigned Routes in the Absorb SSO connection)
  • Click Save
Setup-66.png
 

Absorb Setup App

Included with the package is an Absorb specific setup app. A Salesforce System Administrator can use this app to configure the links between Salesforce and Absorb. Anyone with the correct permissions can also map how records and fields are synced between the two systems. This app can be selected via either the Lightning App launcher (see Figure 3) or the app selector in Classic (see Figure 4). A user must be granted the full System Admin role in Absorb with User Management 'all' to be able to use the Absorb Setup App in Salesforce.
 
 
Setup-67.png

setup-68.jpg
​Figure 3 ​Figure 4
The Data Feeds toggle is disabled until each section (System Connections, Learner Data, Course Data) has been completed and saved.
 

Initial System Connections

This section is used to setup the link between Salesforce and Absorb is established and where configure email addresses to receive sync error messages.
 
Note: The System Connections Portion of the app should be completed by the API User, since this user will serve as the handler for syncing between Absorb and Salesforce.
Setup-69.jpg
  • Absorb Route: input Absorb Domain with https:// (e.g. https://company.myabsorb.com)
  • Identity Provider URL: Copy-Paste the IdP URL from the Connected App
  • Selected Subject Type (SSO): match the field that was selected in the Connected App
  • Click "Connect" to create the connection from Salesforce to Absorb
  • Select the Absorb to Salesforce tab
    setup-70.png
  • Click the button on the lower right to bring up a modal
  • Authorize Absorb into Salesforce
  • Select the General Settings Tab
  • List up to 5 email addresses that should receive sync error logs. If there are multiple emails, separate with a comma
    Setup-71.jpg
 

Learner Data

This tab of the setup app is where the mapping between users in Absorb and Contacts/Users in Salesforce are determined. The learners' departments and roles are also determined here. Refer to the Post-System Connections Setup Flow for more details.
 
Complete the field mapping for both Contacts and Users. Refer to tooltips for additional information.
 

Course Data

The administrator also has control over which courses and curricula get synced into Absorb from the Course Data page. No options are selected by default.
 
Either sync all courses into the org (could take a long time depending on the volume of data involved) or select courses to include/exclude based on their tags.
 
 

Initial Data Sync

Once the app is configured as needed, click the Data Feeds toggle to enable the app. Once this is done, the app will review all of the data in your Absorb portal that can be synced and determine what should be moved to Salesforce and from Salesforce to Absorb. Until this process is complete, no data from Absorb will be visible in Salesforce and vice versa. Depending on the volume of data to be reviewed, the initial sync process may take several hours or more. 

Once a course and learner are synced between Salesforce and Absorb, the app is ready to use for that learner, and you can enroll them instantly in any synced course. 

To check if a course is synced:

  1. Go to the Courses object in Salesforce
  2. Choose the All view instead of Recently Viewed
  3. Check for the course you wish to use. If the course is listed, it has been synced from Absorb

To check if a user is synced:

  1. Login to Absorb as an administrator
  2. Go to Users > Users
  3. Look up the user you wish to use
  4. Select the user and click Edit User
  5. If the user is listed with a message at the top similar to the below, that user has been synced from Salesforce

Setup-Synced.jpg

 
 

Sync Users and Assign Permission Sets

Manual User Sync

We recommend that the required users are synced with Absorb prior to assigning permission sets in Salesforce.
 
Users can be individually synced into Absorb using a checkbox on the user’s detail page (after it’s been added to the User page layout). Note that it may take up to 30-35 minutes for the user to be added into Absorb.
 
Navigation: Setup > Users > Users > Click on a user
  • Click Edit
  • Check off the “Sync with Absorb” option
 
Note: Where this checkbox is located will depend on where you dragged it onto the page when customizing the page layout.
 
Setup-72.jpg
 

Mass User Sync

If you have many users to sync into Absorb, a faster way would be to update multiple user records in the database all at once using the desktop Salesforce DataLoader tool.
Note: Salesforce DataLoader is not available to Salesforce Professional Edition users.
 
In the situation where there are many users to sync, the user records can be exported into a CSV sheet where the values for the “Sync with Absorb” option can be updated to “True”. The same tool can then be used to update users in Salesforce with the modified CSV. This will sync the users to Absorb at the next sync window.
 
The Data Loader can be found in Salesforce Classic via Setup > Data Management > Data Loader.
 
More information on how to use the tool can be found at the below two links:
 

Assign Permission Sets

After the users have been synced into Absorb, they will need the correct permission sets to complete their daily tasks. Each permission set can be assigned to multiple users at once. See ​ Setting Up the API User to for a reminder on assignment process.
 
Only one user should have the API User permission set. Any user who should have the ability to enroll their direct reports into courses needs the “Absorb LMS Enroll Users” permission set. The “Absorb LMS Standard User” contains the minimum permissions required for utilizing enrollment features and Absorb components. The Administration permission set is intended for IT staff and system admins. The Sales Ops permission set is intended for sales support staff, and allows permission to carry out limited administrative functions such as setting featured courses.
 
 

Update Subject Type Field Values

Once the Users are fully synced and have been assigned Permission Sets, then they must have the value of the field selected for “Subject Type” in the connected app and Absorb Setup App updated. This value will need to match the value of the field selected for “Id Property” in Absorb SSO Settings. This is required so that the user can launch courses in Absorb from Salesforce.
 
For example, if Subject Type is “Federation ID” in Salesforce and Id Property in Absorb is “Username”, then the Federation ID needs to be updated to match the Username.

 

Post-System Connections Setup Flow

Data Handling

The point of truth for all LMS users created via the sync is Salesforce. Any changes to data on a synced user’s profile must occur in Salesforce. These changes will sync back with the LMS, and overwrite any data adjusted in Absorb. Contacts in Salesforce will only be provided with isLearner access to the LMS. If a client would like to provide a contact with admin access, they must do so manually from within the LMS. 
 
Contact Settings
Contacts and Users from Salesforce each have different Absorb user creation options. The exception being the unique identifier used to map Salesforce contacts and users with LMS users, which is used for both objects.  

setup-73.png
 
It is important to have all Absorb custom fields set up before connecting the application with your portal. To create a user in the LMS, there are six required fields. The remaining fields are not required within Salesforce, and have been left open so that you may select whichever field contains the proper data to be mapped across. The contact may also have custom fields mapped to LMS fields. This is included later in the setup flow. 
setup-74.png
 
 

How Departments Are Handled

When the Salesforce App system connection is enabled for your Absorb portal, a separate Salesforce department hierarchy will be created as a child to your overall parent department. Please note, this addition will not adjust the department structure you already have in place. Please see below, for an example department hierarchy.
 
Caution: Do not delete any department names under this hierarchy within the LMS. This applies to all departments under the Salesforce Departments structure. 
tree.png
 

Department Assignment: Contacts & Users

While the same three options are available for department assignment between contacts and users, there is a difference between the two user types. Contacts are external users that will be completing training within the LMS, and do not have access to Salesforce. Users are internal staff that have access to Salesforce as well as the LMS. 
 
setup-75.png
 
There are three sync options when syncing a contact/user with a department in the LMS.
  • Option 1: Allows you to assign all contacts/users to their respective department created in the Salesforce hierarchy. You can rename the department’s default name as part of this setup flow. 
  • Option 2: Allows you to create your own departments underneath the default Contacts/Users department. This option pulls a value from a custom field on the contact’s/user’s profile. It will check to see if that value matches with an existing department underneath this portion of the department structure and assign the contact/user to that department. If there is no match the department will be created and the contact/user assigned to this department.
    • "create new departments under the default department when a match is not found in Absorb" - means searching only under the Salesforce department hierarchy for a match - not the entire portal department tree
    • If the selected custom field for department is empty, the contact/user will be assigned to the selected default
    • "Require the value in this field to have an exact match in your entire Absorb Department hierarchy" Allows you to select a field from the contact/user profile to match it across all departments in your portal. The field provided will be matched with the department Name or External Id in Absorb and must be an exact match. If there is no match the contact/user will not be created and an error will be logged. This is designed for existing clients that have already created their department structure and do not want to alter it to use the application.
Below the department sync options, you can map any additional contact/user fields to Absorb fields, including custom fields. 
 
The last setting for configuring contacts/users to sync from Salesforce to the LMS is the new user email notification setting. Please ensure that if you have opted to suppress the welcome email as configured in Absorb, you already have configured a custom workflow in Salesforce to send a new user email from Salesforce. You’ll want to ensure that it contains the URL of your Absorb portal along with login instructions before you turn on the sync otherwise, learners will not know that they are able to access the LMS.. 
  • For Contacts: As contacts do not log into Salesforce they will not be able to navigate to Absorb from the Salesforce Application. 
  • For Users: Please also include instructions on how to access the admin interface of your Absorb portal (https://example.myabsorb.com/admin). 
All other email, including course enrollment emails, are only controlled by the LMS and should be configured at the course or portal level by the LMS admin. 
 

User Settings

When configuring the user settings, you will notice that the default field mapping contains more fields in Salesforce which are locked down to map to Absorb fields. This is because there are more required fields in Salesforce for users. 
 
setup-76.png
 
Users require admin access to use the features provided with the Absorb Salesforce Application. For example, when a user enrolls themselves, and/or other users or contacts into training through the application, a RESTful API call is immediately sent to the LMS to complete the task. 
 
This RESTful API call recognizes the Salesforce user that is currently logged in and will use their credentials to process the enrollment. For this reason, the user must be an admin in Absorb for this task to complete. Through the setup of the application there are options to determine which roles and department administration settings each user is to be assigned to in Absorb LMS. 
 
setup-77.png
 

Admin User Role Assignment Options 

  • Option 1: Assign all synced users with one role. The roles that appear in this drop-down list are pulled directly from your Absorb portal.
  • Option 2: Allows you to add more than one role to the user’s administration rights, with multiple roles separated by semi-colons. This option allows you to select a custom field where the values are matched with Absorb Roles. If the custom field is left empty the default role will be assigned. If there is a value in the custom field that does not match with an Absorb role, that role will not be assigned, and an error will be sent through the sync error log. If no roles can be matched, the user will still have access to the admin interface of the LMS, but when they navigate to the LMS, the Admin interface will show no data.
​Important: If you are configuring your own custom roles for synced Salesforce users, please ensure the following permissions are enabled for the user to utilize the full feature set of the application. 
  1. Instructor led courses:
    1. View
  2. Online Courses:
    1. View
  3. Curricula:
    1. View
  4. Enrollments:
    1. View
    2. Modify
  5. Venues:
    1. View 
  6. Resources:
    1. View
  7. Competencies:
    1. View
  8. Users:
    1. View
    2. Modify
  9. Departments:
    1. View
  10. Reports:
    1. Course Activity
    2. ILC Activity
    3. Learner Activity
    4. Learner Progress
    5. Department Progress
    6. Waitlist
    7. Curricula Activity
    8. Learner Competencies
    9. ILC Sessions
    10. User Transcript
 
Important: There is an extra permission for ILCs. The modify enrollments permission under the ILC section will be required if using ILCs.
 

Admin User Management Options 

  • Option 1: “Administer all Learners in Absorb”, provides users with the ability to administer all learners in Absorb (no rules applied)
  • Option 2: “Only administer other Learners originally sourced from this Org”, provides users with the ability to administer learners assigned to a specific Salesforce Integration ID department in the Salesforce hierarchy. This option includes the ability to manage all sub-departments of this department.
  • Option 3: “Only administer other Learners in a specific Department”, provides users with the ability to only administer other learners in a specific department with the option to include, or to not include, sub-departments. This option matches the value in the custom field of the user’s profile with the department Name or External ID. If there is no match, an error will be logged, and this user will only have isAdmin toggled on in Absorb with no role assigned.
    • You should only select "Only administer other Learners originally sourced from this Org", if either of the two following department sync options are selected:
      • "Place all users in the default department" or
      • ​"Create new Departments under the default Department named above when a match is not found in Absorb's Salesforce Department hierarchy"
    • An admin can only be assigned for user management of one department for their admin role as part of the sync. Please ensure that the department syncing logic you are selecting is in line with the admin user management settings.

           

​​Course Sync

  • There are two main options to sync courses from Absorb LMS to Salesforce. 
  • Option 1: Sync all courses in Absorb LMS. Please note this excludes course bundles. 
    setup-78.png
  • Option 2: Sync courses with (one of) the following tags, or sync courses that do not have the listed tag(s). The drop-down list of tags are pulled directly from your Absorb Portal instance.
    Please note this excludes course bundles. There is a limit of 255 tags that can be pulled from the LMS into the setup flow. If your portal has more than 255 tags not all will be able to be selected.
    setup-79.png
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